Admin Executive

ZENITH FACILITY SERVICES PTE. LTD.; Singapore; On-site; SGD 32,000 - 37,000; Full time

Benefits offered by this job

Structured training and development

Funded certification where applicable

Job summary

Zenith Facility Services Pte Ltd is seeking an Admin Executive to keep the office running and to act as the in-house researcher. The role blends administrative duties with research into government grants and funding programs to help management make quick, informed decisions.

You will collaborate directly with the management, manage office operations, and produce concise one-page memos summarising findings, deadlines and required documents for approval.

Qualifications

• Diploma or degree in Business Administration or related field.
• 1–3 years of admin or executive support experience.
• Genuinely strong written English; ability to write concise summaries.
• Proficient with MS Office or Google Workspace and research portals.

Responsibilities

• Research government grants, subsidies and support schemes relevant to Zenith, and summarise eligibility, quantum, deadlines and required documents.
• Prepare and track grant applications end-to-end, including document collation, submission and follow-up with agencies and consultants.
• Research training courses and certification pathways — WSQ Environmental Services, bizSAFE, WSH, supervisory and leadership programmes — including provider, cost, schedule, funding support and claim process.
• Monitor regulatory and industry developments (NEA, MOM, WSH Council, Progressive Wage Model updates) and flag anything affecting operations, licensing or costs.
• Conduct market and vendor research: pricing comparisons, supplier options, software and tools evaluation.
• Support business development research — scanning tender portals for relevant opportunities, background on prospective clients and managing agents.
• Present findings as concise, decision-ready one-page summaries with a clear recommendation.

Skills

Research

Written English

Organisational skills

Self-directed

Attention to detail

Education

Diploma or Degree in Business Administration

Tools

Microsoft Office

Google Workspace

Monday.com

Job description

Company: Zenith Facility Services Pte Ltd

Employment Type: Full-Time, Permanent

Salary: SGD $2,900 – $3,300 per month (commensurate with experience)

Location: 1 Defu Lane 10

About the Role

Zenith Facility Services is a NEA-licensed cleaning and integrated facility management company supporting hawker centres, healthcare facilities, preschools, commercial buildings and premium residential developments across Singapore.

We are hiring an Admin Executive to keep the office running and to act as the company’s in-house researcher.

That second part is what makes this role different from a standard admin job. Close to half your week will be spent finding things out — which government grants we qualify for, which training programmes our supervisors should attend and how they are funded, what a new regulatory circular actually requires us to do, which vendor gives us the best value. You will turn what you find into short, clear summaries that the management can act on the same day.

This is a role for someone who is genuinely curious, reads carefully, writes clearly, and does not wait to be told twice. You will work directly with the management and see how a growing SME is actually built.

Key Responsibilities

1. Research & Business Support (approx. 40–50% of the role)
   • Research government grants, subsidies and support schemes relevant to Zenith (e.g. Enterprise Development Grant, Productivity Solutions Grant, SkillsFuture Enterprise Credit, Career Conversion Programmes, job redesign and WSH-related funding), and summarise eligibility, quantum, deadlines and required documents.
   • Prepare and track grant applications end-to-end, including document collation, submission and follow-up with agencies and appointed consultants.
   • Research training courses and certification pathways — WSQ Environmental Services, bizSAFE, WSH, supervisory and leadership programmes — including provider, cost, schedule, funding support and claim process.
   • Monitor regulatory and industry developments (NEA, MOM, WSH Council, Progressive Wage Model updates) and flag anything affecting our operations, licensing or costs.
   • Conduct market and vendor research: pricing comparisons, supplier options, software and tools evaluation.
   • Support business development research — scanning tender portals for relevant opportunities, compiling background on prospective clients and managing agents.
   • Present findings as concise, decision-ready one-page summaries with a clear recommendation. We value a short, accurate memo over a long, vague one.
2. Administrative Operations
   • Own office supplies, assets and vendor coordination, resolving issues without escalating every time.
   • Manage calls, emails and correspondence professionally.
   • Maintain accurate physical and digital filing systems and company records.
   • Coordinate meetings, prepare agendas and capture accurate minutes with clear action items.
   • Handle expense claims, petty cash and vendor payment coordination.
   • Provide direct administrative support to the management, including calendar, follow-ups and priority tracking.
   • Maintain document control for company policies, certifications and licence renewals, ensuring nothing lapses.
   • Plan and run office events and staff engagement activities.

Requirements

Essential

• Diploma or Degree in Business Administration, Communications, Business Studies, or a related field.
• 1–3 years of experience in administrative or executive support. Strong entry-level candidates with clear research and writing ability will be considered.
• Genuinely strong written English — you will be writing summaries the management relies on to make decisions.
• Demonstrated research ability: comfortable navigating government portals, reading official guidelines and scheme criteria, and extracting what actually matters.
• Strong organisational skills and the ability to hold multiple priorities without dropping any.
• Proficiency in Microsoft Office or Google Workspace.
• Meticulous, resourceful and self-directed. You anticipate rather than react.

Advantageous

• Prior exposure to Singapore government grant applications or training funding claims.
• Familiarity with Monday.com or similar workflow tools.
• Comfortable using AI research tools responsibly — and able to verify what they tell you against the primary source.

Why Join Zenith Facility Services

• A broad role with genuine variety — you will not be doing the same three tasks every day.
• Direct working relationship with the management and visibility into how decisions are made.
• Ownership of a research function that has real commercial impact on the business.
• Structured training and development support, including funded certification where applicable.
• A stable, growing organisation in an essential services industry.